INTERNATIONAL JOURNAL OF LATEST TECHNOLOGY IN ENGINEERING,  
MANAGEMENT & APPLIED SCIENCE (IJLTEMAS)  
ISSN 2278-2540 | DOI: 10.51583/IJLTEMAS | Volume XV, Issue VI, June 2026  
Development of an Online School Document Processing for Registrar and  
Cashier in Pangasinan State UniversityAlaminos City Campus  
Kian B. Mendoza, Trisha C. Riño, Katrina B. Garcia, Rosel L. Dela  
Cruz  
Pangasinan State University, Alaminos City Pangasinan, Philippines  
DOI: https://doi.org/10.51583/IJLTEMAS.2026.150600030  
Received: 29 May 2026; Accepted: 03 June 2026; Published: 03 July 2026  
ABSTRACT  
The main offices that require improvement are the Registrar and Cashier offices of Pangasinan State University  
– Alaminos City Campus. These offices are responsible for the requests for documents transactions among the  
students. The manual and/or semi-manual procedures and usage of these offices are inefficient and result in  
delays and inconsistencies. Thus, this study aims to create an effective and efficient way of addressing this  
problem by creating an "Online School Document Processing System." The system was created by utilizing a  
Web-based platform where students can access the documents they need and perform payment verification. The  
system can contribute greatly to the efficient management of documents by the university. Furthermore, based  
on the testing and assessment conducted, the system proves that it is an effective and efficient way of creating  
and utilizing documents. The system can help the offices of the registrant and cash register with their tasks and  
may result in more student satisfaction. Conclusion Thus, this study proves that the creation and usage of the  
system are indeed effective. The system may help the offices of the registrant and cash register with their tasks  
and may result in more student satisfaction. The system can also contribute.  
Keywords: Online Document Processing, Web-Based Application, School Management System  
INTRODUCTION  
Organizations that provide higher education services need to handle a large quantity of academic documents  
together with financial records because document processing efficiency represents a core requirement for their  
institutional functions. Students request these records through official documents which contain their transcripts  
of records and certificates of enrollment and certificates of graduation and grades. The institution needs to  
process these documents both accurately and promptly because it affects student satisfaction and institutional  
credibility.  
At Pangasinan State University – Alaminos City Campus, students regularly submit requests for various  
academic documents that require coordination between the Registrar and Cashier offices. The Registrar verifies  
student records to approve document requests while the Cashier manages fee assessment and verification  
processes. The two offices need to work together because document release requires payment confirmation  
through their processing system. The process becomes difficult to handle because there is no integrated system  
available.  
The campus executes most document processing work through its manual processes and uncoordinated systems.  
Students must go to physical offices to complete their requests through document submission and payment  
verification and document status tracking. The manual system creates processing delays because it needs  
multiple times to enter data and it results in lost files and the process lacks monitoring of document request  
progress. The repetitive tasks in administration work lead to more work for staff members while students  
experience service delays and uncertainty.  
The two offices encounter challenges in monitoring both pending requests and finished work because they lack  
real-time tracking and centralized data management. The situation brings higher risks of human errors and data  
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discrepancies and it delays service distribution. The existing system shows its limitations more clearly as student  
populations rise and users require faster services. Educational institutions now utilize online systems because  
information technology has progressed to provide these systems which enhance administrative operations  
through better performance and precise results and easier access to their services. The web-based document  
processing systems enable students to submit their requests through electronic means while they track their  
progress in real time and they can minimize their need to visit campus offices. The system enables administrators  
to access central databases while it streamlines processes through automated systems and enhances  
interdepartmental communication.  
The study aims to create an Online School Document Processing System which improves the registration  
processes at Pangasinan State University through its online system between students and administrative staff  
which includes the Registrar and the Cashier. The proposed system aims to automate document and approval  
processes, thereby enhancing operational efficiency, reducing processing time, and improving overall service  
quality. The university will achieve administrative modernization through system implementation which will  
deliver better services to its stakeholders with enhanced transparency and operational efficiency.  
The Online School Document Processing System generates institutional advantages because it helps  
administrators work more efficiently while creating a campus environment that uses less paper at Pangasinan  
State University -Alaminos City Campus. The system digitizes all operations which previously required physical  
documents because it makes operations more efficient and reduces document maintenance expenses through its  
digital document processing. An efficient administrative system is essential in improving service delivery within  
higher education institutions, as it enhances accessibility, transparency, and reliability for both students and staff.  
The use of online document requests and digital record management systems reduces students and staff needs to  
visit campus offices, which results in less administrative office congestion and better time management. The  
research assesses two aspects of the proposed system which include technical development and institutional  
modernization along with its contribution to sustainable administrative operations. The system implementation  
at Pangasinan State University - Alaminos City Campus will improve document processing methods through  
better communication between Registrar and Cashier offices. The study presents an analysis that covers system  
development and actual system use along with expected benefits which provide essential knowledge about  
digital transformation and administrative systems in higher education. The findings of this study may serve as a  
reference for future initiatives aimed at improving efficiency, service quality, and sustainability in university  
document management systems.  
METHODOLOGY  
The purposed system development utilizes Agile Software Development. The project team uses Agile  
methodology to build the system through repeated development cycles which enable them to enhance the system  
based on user input and changing project needs. The system development process creates a system that can  
quickly adapt to changing requirements from end users who work primarily as Registrar and Cashier staff  
members. Agile methodology enables development teams to conduct testing and validation activities throughout  
the development cycle which allows them to detect problems at an early stage and emphasis on user involvement,  
consists of six phases: Requirements, Design, Development, Testing, Deployment and Review. During  
Requirements Planning a combination of interviews and surveys collect data and concepts for system needs  
identification alongside potential issues discovery. The researchers used a developmental research design which  
researchers typically use for information technology projects that involve designing and developing systems to  
assess their performance. The feedback was analyzed to identify any issues or areas for improvement. The  
evaluation results required system adjustments which made necessary improvements to ensure the final system  
met user requirements and accomplished the project goals. The development method of the mobile application  
follows an adapted Agile model as shown in Fig. 1.  
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ISSN 2278-2540 | DOI: 10.51583/IJLTEMAS | Volume XV, Issue VI, June 2026  
Figure 1: Agile Methodology  
An Input–Process–Output (IPO) framework guided the overall conduct of the study. The framework defines the  
resources and requirements used (input), the system development activities undertaken (process), and the  
expected system output.  
Figure 2: (IPO) Framework of the Study  
Research activities took place at Pangasinan State University-Alaminos City Campus where researchers studied  
manual processing documents workflow. The researchers evaluated system usability through user feedback  
which assessed system performance and accessibility and ease of use. We gathered data through interviews by  
interviewing Dr. Elmer C. Diocares and Mrs. Marjorie G. Mariado in their roles as Acting Campus Registrar and  
Cashier II. The system will provide end users especially Registrar and Cashier employees with daily system  
access through this approach.  
Table 1: List of the Respondents.  
Multiple data collection methods were employed to ensure comprehensive system analysis and evaluation:  
Interviews were conducted with Registrar and Cashier personnel to identify existing document  
processing workflows, challenges, and user requirements.  
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Questionnaires were administered to students and administrative staff to evaluate the acceptability of the  
proposed system in terms of functionality, usability, efficiency, and reliability.  
Observation was utilized to document the actual procedures involved in requesting, processing, and  
releasing school documents under the existing manual system.  
Document Analysis involved reviewing current Registrar and Cashier forms such as document request  
slips, official receipts, transaction logs, and reports used in daily operations.  
Internet and Literature Review supported the system design by identifying best practices, standards, and  
related studies on online document processing and records management systems in educational  
institutions.  
RESULTS AND DISCUSSION  
This section presents and discusses the results obtained from the implementation and evaluation of the Online  
School Document Processing System for the Registrar and Cashier of Pangasinan State University – Alaminos  
City Campus. The findings were derived from interviews, observations, document analysis, and system  
acceptability and usability evaluations conducted among students and administrative personnel of the university.  
The discussion focuses on the existing document processing practices, identified challenges in the manual  
system, the features of the developed system, and its usability and performance based on the ISO/IEC 25010  
software quality model.  
Current Process of Requesting and Processing  
Results from interviews and observations revealed that Pangasinan State University – Alaminos City Campus  
primarily relies on a manual, paper-based system for processing and managing school document requests.  
Students are required to physically visit the Cashier’s Office to file requests and make payments, after which  
they proceed to the Registrar’s Office for document processing. Transaction details are recorded manually using  
request forms, receipts, and logbooks, which are later consolidated for record-keeping and reporting purposes.  
The existing process involves manual recording of student information, requested documents, and payment  
details, resulting in delays, long queues, and difficulties in tracking request status. This traditional method  
increases the likelihood of errors and misplaced records, highlighting the need for an automated online document  
processing system to improve efficiency, accuracy, and accessibility for both students and administrative staff.  
After requesting the document, present your official receipt to the registrar. After submitting it, wait for the  
documents to be processed. After receiving your document, you are required to fill out the customer satisfaction  
survey and log book.  
Table 2: Requesting Document Flowchart  
Table 3: Claiming Document Flowchart  
1. Start the process.  
1. Start the process.  
2. Request for documents  
2. Submit your official receipt to the registrar  
staff  
3. Fill up form  
3. Wait for your form to be processed  
4. Claim your document  
5. Fill up log book  
4. Submit form  
5. Pay amount of the document  
6. Claim receipt  
6. End the process.  
7. End of process  
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The cashier need to submit an audit report for each month’s collection. Gathering all tangible receipts and sort  
them. The next step is manually typing all the amount to an Excel spreadsheet where they input it accordingly.  
Table 4: Generating Report Flowchart  
1. Start the process.  
2. Collect all the receipt gather for the month  
3. Sort by type of service/document  
4. Soft by day  
5. Input all data to an Excel spreadsheet  
6. Print spreadsheet  
7. End the process.  
Challenges in the Existing System  
The analysis of the current document processing system identified several challenges affecting the operations of  
the Registrar and Cashier offices at Pangasinan State University – Alaminos City Campus. Using a Fishbone  
Diagram, the study categorized these challenges into key areas, including security, personnel, process,  
technology, environment, and management. This structured analysis helped identify the root causes of  
inefficiencies in the manual document processing system and served as a basis for designing an improved online  
document processing solution.  
Figure 3: Fishbone Diagram  
The Online School Document Processing System developed its complete system for Pangasinan State University  
at Alaminos City Campus through its implementation of suitable methods together with required tools and  
technological systems. The system improves document processing workflows for users through its solution to  
the main challenges which students and administrative staff face when they request documents and verify  
payments and track their progress. The developed system works for both the Registrar and Cashier offices  
because its design and development process ensures all their operational requirements will be fulfilled. The  
system enables better document processing which becomes more efficient and accurate and dependable through  
its implementation at the university.  
Features of the School Document Processing System  
The Online School Document Processing System was developed to address the operational and documentation  
challenges identified in the existing manual document processing practices of the Registrar and Cashier offices  
at Pangasinan State University – Alaminos City Campus. The system is composed of several interconnected  
functional modules, each designed to support specific tasks involved in requesting, processing, verifying  
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payments, approving, and releasing school documents. These modules work collaboratively to ensure accurate  
record management, efficient workflow coordination between offices, and timely issuance of requested  
documents to students.  
Tracking request is one of the main feature of the system, this show the payment status if its paid or not and if  
the document is processed and ready to claim.  
Figure 4: Track Request  
The QR Code for student’s request, this feature allows the students to have all of their request’s data in a single  
screenshot, they only need to show to the cashier the QR provided after submitting the request for the document  
and the cashier can navigate their request and start processing.  
Figure 5: QR Code for student’s request  
The cahier’s exportable reports. This system offers the cashier staffs a readymade report for the requests that has  
been processed/paid in a day, week, or month that can be exported in a PDF format.  
Figure 6 Cashier’s exportable reports  
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Viewing all css surveys for registrar. The student who want to successfully submit their request they need to fill  
the CSS survey. All of those answered survey can be viewed by the registrar, so they can what aspect are the  
students/customer see that is lacking and need to improve.  
Figure 7 Viewing all css surveys for registrar  
The Cashier’s QR Scanner can scan the students’s request QR and immediately show the request’s data and  
change its status to paid.  
Figure 8. Cashier’s QR Scanner  
Usability Evaluation of the System  
The usability evaluation of the Online School Document Processing System was conducted using the ISO/IEC  
25010 software quality model, covering key quality characteristics such as functionality, reliability, usability,  
efficiency, maintainability, and portability. The respondents included Registrar personnel, Cashier personnel,  
and students of Pangasinan State University – Alaminos City Campus.  
As presented in Table 4, the system obtained an Average Weighted Mean (AWM) of 4.03, interpreted as More  
Evident The results indicate that respondents agreed that the system provides essential features, performs its  
intended functions effectively, and significantly improves the efficiency and quality of document processing  
services within the university.  
Table 4: System Evaluation Functionality  
Functionality  
Mean  
Description  
1. The system covers all the specific task and user 4.05  
objectives.  
More Evident  
More Evident  
2. The system provides the correct results with the 4.09  
needed degree of precision.  
3.96  
More Evident  
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3. The system facilities the accomplishment of  
specified task and objectives  
Average Weighted Mean  
4.03  
More Evident  
Table 5 indicates an AWM of 3.98 (More Evident), suggesting that the system operates consistently, saves data  
accurately, and maintains stable performance during peak usage.  
Table 5. System Evaluation Reliability  
Functionality  
Mean  
4.16  
Description  
1. The system works without unexpected errors.  
2. The system loads properly every time.  
3. Data is saved correctly  
More Evident  
More Evident  
3.98  
3.87  
8.91  
Evident  
4. The system performs well even during busy hours.  
More evident  
Average Weighted Mean  
3.98  
More Evident  
The usability evaluation presented in Table 6 yielded an Average Weighted Mean (AWM) of 4.12, interpreted as  
More Evident. The respondents found the Online School Document Processing System easy to learn, intuitive  
to navigate, and appropriate for the administrative processes of the Registrar and Cashier offices at Pangasinan  
State University – Alaminos City Campus.  
Table 6. System Evaluation Usability  
Functionality  
Mean  
Description  
1. The system allows users to recognize if it is 4.48  
appropriate for their needs.  
Highly Evident  
Highly Evident  
More Evident  
More Evident  
More Evident  
More Evident  
2. The system can be used by specified users to  
achieved specified goals.  
4.21  
3. The system has attribute to make it easy.  
4. The system protects users against errors.  
5. The system user interface enables pleasing and 4.05  
satisfaction.  
3.92  
6. The system can be used by people with the widest  
range.  
4.03  
4.05  
4.12  
Average Weighted Mean  
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The efficiency evaluation results presented in Table 7 show an Average Weighted Mean (AWM) of 3.94,  
interpreted as More Evident. The findings indicate that the Online School Document Processing System  
effectively reduces paperwork, accelerates document request processing, and improves overall workflow  
efficiency in the Registrar and Cashier offices of Pangasinan State University – Alaminos City Campus.  
Table 7. System Evaluation Efficiency  
Functionality  
Mean  
Description  
1. The system helps response and processing times 3.80  
More Evident  
More Evident  
More Evident  
throughout rates when performing.  
4.08  
2. The system responds amounts and types of resources  
3.94  
3.94  
used when performing its function.  
3. The system reduces paperwork.  
Average Weighted Mean  
More Evident  
Table 8 presents an Average Weighted Mean (AWM) of 4.08, interpreted as More Evident, indicating that the  
Online School Document Processing System can be easily updated, maintained, and adapted to the evolving  
requirements of the Registrar and Cashier offices at Pangasinan State University – Alaminos City Campus.  
Table 8. System Evaluation Maintainability  
Maintainability  
Mean  
4.14  
3.38  
Description  
More Evident  
Evident  
1. The system is easy to update or improve.  
2. Issues can be fixed quickly.  
3. The system can determine those criteria have been 3.92  
met.  
More Evident  
Average Weighted Mean  
4.08  
More Evident  
Portability obtained the highest rating among the evaluation criteria, with an Average Weighted Mean (AWM)  
of 4.04, interpreted as More Evident, as shown in Table 9. The results indicate that the Online School Document  
Processing System can be accessed across various devices, web browsers, and locations, making it convenient  
for students and administrative personnel of Pangasinan State University – Alaminos City Campus, even under  
conditions of limited internet connectivity.  
Table 9. System Evaluation Portability  
Portability  
Mean  
Description  
1. The system works any devices or usage 4.05  
More Evident  
More Evident  
More Evident  
environments.  
4.05  
2. The system can be successfully installed and  
uninstalled.  
4.03  
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3. The system can replace another specified software  
product.  
Average Weighted Mean  
4.04  
More Evident  
The overall evaluation recorded an AWM of 4.04 (More Evident), reflecting high user satisfaction and strong  
acceptance of the RHU Bani Talaan System. A summary of all criteria is presented in Table 11, confirming the  
system’s effectiveness across all quality attributes  
Criteria  
AWM  
4.03  
Interpretation  
More Evident  
More Evident  
More Evident  
More Evident  
More Evident  
More Evident  
More Evident  
Functionality  
Reliability  
Usability  
3.98  
4.12  
Efficiency  
Maintainability  
Portability  
Overall  
3.94  
4.08  
4.04  
4.03713  
DISCUSSION AND FINDINGS  
The findings show that the transition from a manual to an online document processing system has a significant  
positive impact on the efficiency of operations in the Registrar and Cashier offices of the Pangasinan State  
University – Alaminos City Campus. The Online School Document Processing System proposed in this study  
tackles the major issues brought about by the current system, such as long queues, delayed verification, manual  
errors in records, and lack of tracking of requests. The system improves the accessibility, accuracy, security, and  
efficiency of the current system by providing online processing of document requests, payments, and verification  
of records. Students can now request documents and track the status of their requests online, while office  
personnel can easily access and manage their online records and reports.  
The results of the usability evaluation are high, indicating that the system is well-aligned with the needs and  
requirements of the users. In general, the results of the study show that the Online School Document Processing  
System is an efficient and effective solution to the current document management and financial transaction  
processes in the university setting.  
CONCLUSION  
The Online School Document Processing System for Pangasinan State University Alaminos City Campus  
Registrar and Cashier functions as an effective solution which addresses administrative difficulties that arise  
from conventional manual school document processing methods. The system achieves processing efficiency  
improvements and accuracy enhancements and user satisfaction increases through its implementation of modern  
web technologies and real-time request tracking and its structured workflow system. The system enables students  
and administrative staff to experience better services because it decreases waiting times and speeds up document  
processing and it makes document transactions more transparent. Through a user-friendly interface, students can  
easily access document request services, which help the Registrar and Cashier offices to work together more  
efficiently while they check payments and manage their records. The three-tier architecture system protects data,  
allows systems to grow, and maintains system performance through its strong protective measures.  
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